School Receptionist

Description

SUMMARY

The Receptionist serves visitors by greeting, welcoming and directing them; notifies school personnel of visitors’ arrival; maintains security and telephone system; performs routine administrative and office support services and basic accounts and recordkeeping duties.

The Diocese of Orlando four core values lay the foundation for the work performed by employees:

1. Authenticity: Conviction that God has called us to reflect exteriorly our inner life of faith in our daily living
2. Respect: Affirming each person’s God-given dignity and uniqueness.
3. Courage: Inspired by this gift of the Holy Spirit, we proclaim and live the Word of God fearlessly and devotedly.
4. Commitment: Individually and collectively, we are steadfast to the team and its purpose.

ESSENTIAL DUTIES AND RESPONSIBILITIES

The following duties and functions, as outlined herein, are intended to be representative of the type of tasks performed within this classification. They are not listed in any order of importance. The omission of specific statements of the duties or functions does not exclude them from the classification if the work is similar, related, or a logical assignment for this classification. Other duties may be required and assigned.

• Accepts all phone calls and walk-ins as a warm and welcoming representative of the school, answering questions, and directing inquiries appropriately. Treats every visitor, caller, or service person with courtesy, cheerfulness, and respect.
• Receives, opens, and distributes mail. Receives and signs for specially delivered packages.
• Applies postage to outgoing mail and prepares it for pickup. Updates accounting department when additional postage needs to be purchased.
• Keeps copy and fax machines supplied with paper and print cartridges; places supply orders. 
• Cleans coffee pots in the morning and afternoons. Restocks sugars, creamers, teas, etc. as needed.
• Maintains personal contacts, files, and documents.
• Checks mail, e-mail, phone messages, etc., communicating information in a timely manner to appropriate persons.
• Coordinates and schedules meetings, meeting rooms, and required equipment for internal meetings and those with other departments, vendors, or the business community.
• Receptionist must relate well with a diversity of persons.
• Maintains confidentiality in all areas of responsibility as required.
• Contributes to team effort by accomplishing results as needed.

Requirements

QUALIFICATIONS

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

CATHOLIC FAITH

Requires an appreciation and respect for the Catholic Church and its teachings. Church employees must conduct themselves in a manner that is consistent with and supportive of the mission and purpose of the Church. Their public behavior must not violate the faith, morals or laws of the Church or the policies of the diocese.

EDUCATION and/or EXPERIENCE

High school degree or equivalent. Three (3) or more years receptionist experience required including two (2) years or more of database experience. Excellent telephone skills and ability to stay calm in stressful situations. Proficiency with Microsoft Office products, including Word and Publisher. Solid organization skills and ability to work independently. Must be bi-lingual in Spanish and English. 

OTHER SKILLS and ABILITIES

• Ability to read and interpret basic correspondence.  
• Excellent interpersonal and organizations skills.  
• Must have a pleasant telephone manner and good communication skills.  
• Ability to define problems, collect data, establish facts and draw valid conclusions.
• Ability to read and interpret basic correspondence.  
• Excellent interpersonal and organizations skills.  
• Must have a pleasant telephone manner and good communication skills.  

WORKING CONDITIONS

The working hours of this position are not limited to an 8-hour day. This person will need to be available in the evening and weekends, as needed. Must be willing to work in conditions of stress and function well under pressure. 

PHYSICAL REQUIREMENTS

Tasks involve the ability to exert light physical effort in sedentary to light work, but which may involve some lifting, carrying, pushing and/or pulling of objects and materials of light weight (10 pounds). The ability to sit and stand for long periods of time. Must be able to reach, grasp, feel, and see up close and from afar. Must be able to use basic office computer hardware and peripherals, with or without reasonable accommodation. Must be able to communicate verbally and in written form. 

A review of this position has excluded the marginal functions of the position that are incidental to the performance of fundamental job duties. All duties and responsibilities are essential job functions and requirements are subject to possible modifications to reasonably accommodate individuals with disabilities. To perform this job successfully, the incumbent(s) will possess the abilities and aptitudes to perform each duty proficiently. Requirements are representative of the minimum level of knowledge, skills, and ability.